This is the privacy notice of Harker & Bullman. In this document, “we” or “us” refers to Harker & Bullman Ltd.
We are company number 3094406 registered in England.
WHAT WE WILL COLLECT FROM YOU
We will need to obtain and process different types of personal information about you when you have expressed interest in becoming a client, when you become one or when you apply to us for employment. We will collect data from you through discussions, notes, application forms, our website, emails, ‘phone calls and logs, correspondence and on-line exchanges. This may include:
- Your title, full name, contact details, home, correspondence and email addresses and telephone numbers
- Your address history for identification, anti-money laundering, anti-fraud and credit reference checks
- Your bank account details
- Proof of identification in the form of copies of your passport, driving licence or other ID documents
- Personal Information relative to your use of our service
If you apply to become a Tenant, we will also collect the following: your date and place of birth, financial information, income and employment details, proof of residency such as utility bills, your tax residency and nationality. (We are required by law to verify identity before we can approve any tenant application).
THE LEGAL GROUNDS FOR OUR PROCESSING OF YOUR PERSONAL INFORMATION
We will use your information to meet our legal obligations and for our legitimate business interests to;
- administer your account and perform our contract with you. This includes the steps we need to take before you become a Landlord or a Tenant, so that we can enter into an agreement with you
- communicate with you about your property or your tenancy or any product or service we have agreed to supply or any notices we may need to serve
- enable payments to be made to you
- investigate and deal with complaints or disputes
- transfer your data to any third party who replaces Harker & Bullman as a service provider
- share your personal information with the following individuals or organisations:
- Service providers who we use to assist us (such as lawyers, accountants, auditors, consultants, referencing companies, tradesmen, utility and insurance providers, IT software maintenance back-up and storage providers and others similar)
- Third parties to whom we owe a legal obligation to provide specified information such as our relevant client, Governmental and regulatory bodies, tax authorities, ombudsmen and regulators
- Buyers and their representatives as part of any restructuring or sale of our business
- Courts, law enforcement agencies and other organisations where necessary for the administration of justice, to protect vital interests and the security or integrity of our business
- At our sole discretion, where a complaint you have made requires us to contact some other person
JOB APPLICATION AND EMPLOYMENT
If you send us information in connection with a job application we may keep it for up to three years in case we decide to contact you at a later date. If we employ you, we collect information about you and your work from time to time throughout your employment. This information will be used only for purposes directly relevant to your employment. After your employment has ended we will keep your file for six years before destroying or deleting it.
PROCESSING WITH YOUR CONSENT
We will rely on your consent when you request that we share your personal information with someone else, where you have opted-in to receiving marketing communications and when you volunteer information to us in correspondence or during meetings where an attendance note is taken.
HOW TO WITHDRAW YOUR CONSENT
You have the right to withdraw your consent at any time by contacting us using the information provided above. This will mean that we will stop similar future processing except where we rely on another lawful reason such as the performance of our contract with you, or to comply with law, as described.
SHARING YOUR INFORMATION WITH THIRD PARTIES
We will never sell, rent or trade your personal information to an outside company. Nor will we transfer your details or information outside the UK unless required by law to do so.
We cannot control all use of your personal information by some third parties who we may be required to share data with as they will process this for their own specific purposes but you will have rights over how that party handles your personal data and you can contact them directly if you want to exercise your rights.
IF YOUR PERSONAL INFORMATION CHANGES
We will take steps to ensure that we keep your personal information accurate and up to date. You should tell us without delay if any of your details change, so that we can update our records.
During the course of business we may listen to, record, view, intercept, take and keep records of calls, emails, text messages, social media messages, in face to face meetings and other communications. This may be to comply with regulatory rules or procedures relevant to our business, to prevent or detect crime, to protect our communications systems, to have a record of what we have discussed and agreed, to protect you, for quality control and staff training.
HOW LONG WE WILL RETAIN YOUR PERSONAL INFORMATION
We need to keep your information long enough to ensure that we can provide our services to you, to comply with and satisfy all legal obligations including obligations to keep records and to protect our interests. We will keep most personal data for at least 6 years after you cease to be a client or an employee. Sometimes we may need to keep the information for longer depending on the nature of the data, or the purpose for the retention. This enables us to respond to any questions or complaints and to meet our legal obligations.
YOUR RIGHTS UNDER THE DATA PROTECTION LAW
The right to be informed about our processing of your information
- The right to request access to your personal information and to obtain information about how we process it
- The right to have your personal information corrected or completed if it is inaccurate
- The right to object to processing of your personal information
- The right to restrict processing of your personal information
- The right to have your personal information erased (the “right to be forgotten”)
- The right to move, copy or transfer a copy of the personal information you have provided us (“data portability”)
Certain rights do not apply in all circumstances. If you wish to exercise any of them please write to us and we will advise. There is no fee for making a request but if it is excessive or unfounded, we can charge a reasonable fee or refuse to comply. You have the right to complain to the Information Commissioner’s Office https://ico.org.uk .
THE USE OF AGGREGATED INFORMATION
Your personal information may be converted into statistical or aggregated data which cannot be used to re-identify you and may be used to produce statistical research and reports. As it will no longer constitute your personal information it can be used more widely than if you could still be identified from it.
This Policy applies when using our website www.harkerandbullman.co.uk and its content. Please check the policies of any external websites for which we give links as we cannot accept any responsibility or liability for their policies or how they collect and use your information. If you wish us to remove personally identifiable information from our website please contact us at firstname.lastname@example.org .
Cookies are small text files that are placed on your computer’s hard drive through your web browser when you visit any web site. They are widely used to make web sites work, or work more efficiently, as well as to provide information to the owners of the site.
Like all other users of cookies, we may request the return of information from your computer when your browser requests a web page from our server. Cookies enable our web server to identify you to us, and to track your actions and the pages you visit while you use our website. The cookies we use may last for a single visit to our site (they are deleted from your computer when you close your browser), or may remain on your computer until you delete them or until a defined period of time has passed.
2. to allow essential parts of our web site to operate for you
3. to operate our content management system
4. to operate the online notification form – the form that you use to contact us for any reason. This cookie is set on your arrival at our web site and deleted when you close your browser
5. to enhance security on our contact form. It is set for use only through the contact form. This cookie is deleted when you close your browser
6. to collect information about how visitors use our site. We use the information to improve your experience of our site and enable us to increase sales. This cookie collects information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from, and the pages they visited
7. to record that a user has viewed a webcast. It collects information in an anonymous form. This cookie expires when you close your browser
8. to record your activity during a web cast. For example, as to whether you have asked a question or provided an opinion by ticking a box. This information is retained so that we can serve your information to you when you return to the site. This cookie will record an anonymous ID for each user, but it will not use the information for any other purpose. This cookie will last for a period of time after which it will delete automatically
9. to store your personal information so that you do not have to provide it afresh when you visit the site next time. This cookie will last for a period of time after which it will delete automatically
10. to enable you to watch videos we have placed on YouTube. YouTube will not store personally identifiable cookie information when you use YouTube’s privacy-enhanced mode
REMOVAL OF YOUR INFORMATION
If you wish us to remove personally identifiable information from our web site, you may contact us at email@example.com. To better safeguard your information, we will also take reasonable steps to verify your identity before granting access or making corrections to your information.